Administrative Assistant

2 weeks ago

London, Canada Western University Full time

**Classification & Regular Hours**:
Hours per Week: 35

Salary Grade: Level N

**About Western**:
Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

**About Us**:
**Responsibilities**:
The Administrative Assistant provides support for the day-to-day operations of the Dean’s Office in the Faculty of Science, including acting as the primary point of direct administrative contact and liaison with other faculties, departments, faculty members, staff, students and external guests at the reception of the Dean’s Office in the Faculty of Science. The role provides administrative support for human, financial, physical, and information resources, under the direction of the HR & Operations Specialist. The Administrative Assistant coordinates various financial transactions, supports administrative human resources process including providing administrative support for faculty collective agreement processes, processing letters and payroll paperwork, keying payroll, assisting with posting positions, arranging logistics for interviews and onboarding new employees, and coordinating various building processes.

The role coordinates schedules and the calendars of the Associate Dean, Infrastructure and the HR & Operations Specialist, and support the logistics for various events, in the Dean’s Office, ensuring that meetings are prioritized and scheduled based on time sensitivity and importance. The role maintains databases, creates and edits reports and documents, and prepares and distributes communications materials and correspondence to internal/external stakeholders. The Administrative Assistant also processes supply orders and arranges access to technology and physical space.

**Qualifications**:
**Education**:

- 2 year Community College Diploma in Business Management/Administration

**Experience**:

- 4 years’ experience providing human resources, financial, administrative support to a senior leader in an academic environment
- Experience in a unionized environment preferred

Knowledge, Skills & Abilities:

- Knowledge of financial and human resources principles and familiarity with the Employment Standards Act, and other relevant legislation
- Familiar with Western policies and guidelines related to finances and human resources
- Knowledge of Western collective agreements and policies impacting staff and faculty would be an asset
- Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
- Ability to demonstrate patience and focus to complete detailed administrative tasks
- Ability to establish rapport with people from diverse backgrounds
- Ability to follow formal business practices with high attention to detail
- Ability to interact professionally with students, staff, faculty, and other members of the University community
- Personable and courteous in working relationships with colleagues, students and the public
- Ability to maintain a positive, outgoing attitude with genuine customer service orientation
- Ability to multi-task and maintain an organized and effective personal work environment
- Ability to summarize information and disseminate to others effectively in a timely manner
- Ability to work independently and effectively as a member of the team to achieve department goals
- Adapts readily and effectively to changing priorities and demands
- Attention to detail and proofreading abilities with an excellent command of the English language
- Competency to maintain confidentiality and treat sensitive information with discretion
- Critical thinking skills to analyze problems, and collect information required to make an accurate conclusion
- Demonstrated ability take initiative, to work independently and follow through on work assignments
- Demonstrated ability to understand and resolve external and internal partner issues
- Intermediate proficiency required in Microsoft Office Suite to prepare communications, graphics, financial reports, and to input departmental data into spreadsheets and databases

**Union Statement**:
**Western Values Diversity**:
Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources or phone 519-661-2194.

**Please Note**:
We thank all applicants for their interest; however, only those chosen for an interview will be contacted.

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